Administrative Assistant 3 (AA 3)
: Job Details :

Salary: $47,100.00 - $63,252.00 Annually Location : Thurston County - Tumwater, WA Job Type: Full Time - Permanent Remote Employment: Flexible/Hybrid Job Number: DOH8692 Department: Dept. of Health Division: Office of Innovation and Technology (OIT) Opening Date: 09/03/2025 Closing Date: 9/9/2025 11:59 PM Pacific Salary Information: The high end of the salary range, Step M is typically a longevity step Description Administrative Assistant 3 (AA 3) Office of Innovation and Technology | Remote | Permanent Appointment This recruitment is open to WA residents and those residing on the ID/WA and OR/WA borders. The Opportunity: The Washington State Department of Health (DOH) is dedicated to protecting and improving the health of all people in Washington. Our mission thrives on transforming data into actionable insights that empower program staff, policymakers, and the public to make informed decisions. Within our Executive Office of Innovation and Technology (OIT), we foster curiosity, critical thinking, and innovation to advance public health through data, informatics, and technology. We are seeking a skilled and professional Administrative Assistant to join our Technology Operations Office (TechOps) team. This high-visibility role provides critical administrative support to ensure smooth operations, enabling our team to focus on improving population health and supporting our mission-driven work. If you're detail-oriented, thrive in a fast-paced environment, and are passionate about contributing to public health, we'd love to hear from you. Key Responsibilities: Reporting to the Confidential Secretary, you'll provide high-level administrative support to the TechOps Directors and their teams, handling sensitive and time-critical tasks with professionalism and efficiency. Your work will directly support the DOH's mission by ensuring seamless operations and effective communication within OIT. Key responsibilities include:

• Prepare and respond to correspondence on behalf of TechOps Directors using Microsoft Word, email, and other communication tools.
• Provide organizational support for TechOps Directors and assist with timesheet verification and submission for OIT.
• Coordinate and set up meetings using Microsoft Outlook, prepare meeting materials, take notes, track action items, and follow up with staff as needed.
• Edit documents for plain language compliance and facilitate the review process as assigned.
• Arrange out-of-state travel, prepare authorization requests, and process reimbursements using the online TEMs system.
• Support recruitment processes, including organizing applicant materials, scheduling interviews, and processing documentation.
• Coordinate all aspects of WIC clinic procurements, including communications, paperwork, tracking, billing adjustments, and processing procurement requests and invoices for equipment, supplies, and services.
• Provide backup support for other administrative positions within OIT as needed.

Who We're Looking For We're seeking a professional with strong organizational skills, a proactive mindset, and the ability to manage confidential and time-sensitive tasks with precision. The ideal candidate will have:

• Administrative experience with a proven ability to manage complex schedules, correspondence, and procurement processes.
• Excellent written and verbal communication, with the ability to draft professional correspondence and interact positively with vendors, staff, and customers.
• Comfort working in a fast-paced, high-volume environment with frequent interruptions and critical deadlines.
• A collaborative spirit, with the ability to work independently under general supervision.

We value all relevant experience (paid or unpaid) and encourage applicants from all backgrounds. You must meet at least ONE of the options provided and any additional criteria listed. Experience may have been gained through paid or unpaid activities. While Preferred Experience is not required, these skills or experiences can help you stand out as a candidate. Required Qualifications and Experience:

• Option 1: Three (3)+ years of clerical, office or administrative experience supporting a supervisor, manager, or professional in a professional office environment.

• Option 2: One (1) year of experience as an Administrative Assistant 2 or two (2) years as an Administrative Assistant 1 with in government agency.

• Option 3: Associate's degree or higher in business administration, office management, or a related field AND 1+ years of clerical, office or administrative experience supporting a supervisor, manager, or professional in a professional office environment.

AND the following experience, knowledge, skills, abilities.

• Familiarity with general office software (e.g., word processing, spreadsheets, email, and collaboration tools) and standard administrative procedures for scheduling, correspondence, and records management.
• Intermediate or higher proficiency in Microsoft Office Suite (Word, Outlook, Excel)
• Demonstrated experience handling confidential and time-sensitive information with discretion and professionalism.
• Ability to draft and edit professional communications, organize meetings and events, and manage travel or expense processes using digital tools.
• Experience in preparing reports, documenting meeting outcomes, tracking tasks, and supporting hiring processes (e.g., coordinating interviews, managing applicant data).
• Experience with financial tasks (e.g., expense tracking, invoice processing) or inventory management in a professional setting.

Preferred Experience:

• Bachelor's degree in business administration, office management, or a related field.
• 2+ years of administrative support experience in a government, public health, or technology-focused organization.
• Proficient in Microsoft SharePoint for document management and organization.
• Proficient in Microsoft Visio for creating and editing organizational charts, flowcharts, and diagrams.
• Familiarity with state or organizational policies and management practices (e.g. reimbursement policies, procurement and ordering polices, WACs, RCWs)
• Demonstrated experience working with state or organizational policies and management practices in an administrative or clerical capacity (e.g. reimbursement policies, procurement and ordering polices, WACs, RCWs) in a recent role (within the last 2 years).

About Us: We are the Washington State Department of Health (DOH) At the Washington State Department of Health (DOH), we're dedicated to protecting and improving the health of all Washingtonians. Our team of nearly 2,000 professionals work across urban, rural, and tribal communities to address public health challenges, from tackling health disparities, emerging diseases, to strengthening systems that ensure equity, resilience. Guided by our core values of Equity, Innovation, and Engagement, we collaborate with local, state, federal, and private partners to create impactful solutions that reach every corner of our diverse state. We're looking for passionate individuals who are driven to make a difference in public health. At DOH, you'll innovate to reduce barriers, engage with diverse communities, and champion equitable health outcomes. To learn more about the DOH please visit our website and connect with us on LinkedIn, Facebook, and our blog. Benefits and Lifestyle We prioritize your work-life balance with one of the most competitive benefits packages in the nation, designed to support your lifestyle. At DOH, you'll find flexibility, growth, and stability. Learn more about why we're a great place to work by visiting Work@Health. Work Environment & Physical Requirements: To be considered for this employment opportunity you must agree to the following employment conditions:

• Work Setting, including hazards:
  • Work is primarily computer-based (approximately 95%), with extensive keyboarding and data entry.
  • Most work is performed remotely, with some duties requiring time in an open-concept cubicle office.
  • The environment is fast-paced and high-volume, with frequent interruptions and critical deadlines.
  • Telework and in-office work vary depending on assignments.

• Schedule (i.e., hours and days):
  • Standard workweek follows an agency-approved schedule.
  • Work hours may occasionally exceed 40 per week or shift to evenings/weekends to meet program deadlines.

• Travel Requirements:
  • Occasional travel is required for training, meetings, conferences, or visits to locations such as the DOH Warehouse.
  • Must be able to operate a motor vehicle or arrange alternative transportation to meet travel needs.

• Tools and Equipment:
  • Regular use of computers, telephones, printers, copiers, and standard office furniture.

• Customer Interactions:
  • Regular interaction with staff at multiple levels of the organization.
  • Occasional coordination with vendors and partners.

• Other:
  • Representation: This position is covered by a bargaining unit for which the Washington Federation of State Employees (WFSE) is the exclusive representative.

APPLICATION INFORMATION: We're committed to a fair and equitable hiring process. Only materials submitted through the official application will be considered. Emailed resumes or documents won't be accepted or shared with the hiring manager. Click Apply to complete your application. Be sure to attach your resume, cover letter, at least three professional references (supervisor, a peer, and someone you've supervised or led (if applicable)) and DD-214 (if applicable). DO NOT INCLUDE private details like your SSN or birth year, personal photos, transcripts, certifications, diplomas, projects, portfolios, or letters of recommendation with your application. Equity, Diversity, and Inclusion We regard diversity as the foundation of our strength, recognizing that differing insights and abilities enable us to reflect the unique needs of the communities we serve. DOH is an equal-opportunity employer. We prohibit discrimination based on race/ethnicity/color, creed, sex, pregnancy, age, religion, national origin, marital status, the presence or perception of a disability, veteran's status, military status, genetic information, sexual orientation, gender expression, or gender identity. Veterans Preference Applicants wishing to claim Veterans Preference must attach a copy of their DD-214 (Member 4 copy), NGB 22, or signed verification of service letter from the United States Department of Veterans Affairs to their application. Please remove or cover any personally identifiable data such as social security numbers and birth year. Questions and Accommodations If you have questions, need assistance with the application process, require an accommodation, or would like to request this posting in an alternative format, please contact Shawnelle Goalder at ...@doh.wa.gov and reference the assigned DOH8692 recruitment number. Technical Support Reach out to NEOGOV directly at 1-855-###-#### for technical support and login issues. SUBSCRIBE to DOH Job AlertsSupplemental Information This recruitment may be used to fill positions of the same job classification across the agency. Once all the position(s) from the recruitment are filled, the candidate pool may be used to fill additional open positions for the next sixty (60) days. Only applicants who follow the directions and complete the Application Process in-full will have their responses reviewed for consideration. Experience and education selected, listed, or detailed in the Supplemental Questions must be verifiable on the submitted applicant profile. More than Just a Paycheck! Employee benefits are not just about the kind of services you get, they are also about how much you may have to pay out of pocket. Washington State offers one of the most competitive benefits packages in the nation. We understand that your life revolves around more than just your career. Like everyone, your first priority is ensuring that you and your family will maintain health and financial security. That's why choice is a key component of our benefits package. We have a selection of health and retirement plans, paid leave, staff training and other compensation benefits that you can mix and match to meet your current and future needs. Read about our benefits: The following information describes typical benefits available for full-time employees who are expected to work more than six months. Actual benefits may vary by appointment type or be prorated for other than full-time work (e.g. part-time); view the job posting for benefits details for job types other than full-time. Note: If the position offers benefits which differ from the following, the job posting should include the specific benefits. Insurance Benefits Employees and their families are covered by medical (including vision), dental and basic life insurance. There are multiple medical plans with affordable monthly premiums that offer coverage throughout the state. Staff are eligible to enroll each year in a medical flexible spending account which enables them to use tax-deferred dollars toward their health care expenses. Employees are also covered by basic life and long-term disability insurance, with the option to purchase additional coverage amounts. To view premium rates, coverage choice in your area and how to enroll, please visit the Public Employees Benefits Board (PEBB) website. The Washington Wellness program from the Health Care Authority works with PEBB to support our workplace wellness programs. Dependent care assistance allows the employee to save pre-tax dollars for a child or elder care expenses. Other insurance coverage for auto, boat, home, and renter insurance is available through payroll deduction. The Washington State Employee Assistance Program promotes the health and well-being of employees. Retirement and Deferred Compensation State Employees are members of the Washington Public Employees' Retirement System (PERS). New employees have the option of two employer contributed retirement programs. For additional information, check out the Department of Retirement Systems' web site. Employees also have the ability to participate in the Deferred Compensation Program (DCP). This is a supplemental retirement savings program (similar to an IRA) that allows you control over the amount of pre-tax salary dollars you defer as well as the flexibility to choose between multiple investment options. Social Security All state employees are covered by the federal Social Security and Medicare systems. The state and the employee pay an equal amount into the system. Public Service Loan Forgiveness If you are employed by a government or not-for-profit organization, and meet the qualifying criteria, you may be eligible to receive student loan forgiveness under the Public Service Loan Forgiveness Program. Holidays Full-time and part-time employees are entitled to paid holidays and one paid personal holiday per calendar year. Note: Employees who are members of certain Unions may be entitled to additional personal leave day(s), please refer to position specific Collective Bargaining Agreements for more information. Full-time employees who work full monthly schedules qualify for holiday compensation if they are employed before the holiday and are in pay status for at least 80 nonovertime hours during the month of the holiday; or for the entire work shift preceding the holiday. Part-time employees who are in pay status during the month of the holiday qualify for the holiday on a pro-rata basis. Compensation for holidays (including personal holiday) will be proportionate to the number of hours in pay status in the month to that required for full-time employment, excluding all holiday hours. Pay status includes hours worked and time on paid leave. Sick Leave Full-time employees earn eight hours of sick leave per month. Overtime eligible employees who are in pay status for less than 80 hours per month, earn a monthly proportionate to the number of hours in pay status, in the month to that required for full-time employment. Overtime exempt employees who are in pay status for less than 80 hours per month do not earn a monthly accrual of sick leave. Sick leave accruals for part-time employees will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday. Vacation (Annual Leave) Full-time employees accrue vacation leave at the rates specified in (1) or the applicable collective bargaining agreement (CBA). Full-time employees who are in pay status for less than 80 nonovertime hours in a month do not earn a monthly accrual of vacation leave. Part-time employees accrue vacation leave hours in accordance with (1) or the applicable collective bargaining agreement (CBA) on a pro rata basis. Vacation leave accrual will be proportionate to the number of hours in pay status, in the month to that required for full-time employment. Pay status includes hours worked, time on paid leave and paid holiday. As provided in , an employer may authorize a lump-sum accrual of vacation leave or accelerate the vacation leave accrual rate to support the recruitment and/or retention of a candidate or employee for a Washington Management Service position. Vacation leave accrual rates may only be accelerated using the rates established WAC 357-31-165. Note: Most agencies follow the civil service rules covering leave and holidays for exempt employees even though there is no requirement for them to do so. However, agencies are required to adhere to the applicable RCWs pertaining holidays and leave. Military Leave Washington State supports members of the armed forces with 21 days paid military leave per year. Bereavement Leave Most employees whose family member or household member dies, or for loss of pregnancy, are entitled to five (5) days of paid bereavement leave. In addition, the employer may approve other available leave types for the purpose of bereavement leave. Additional Leave Leave Sharing Family and Medical Leave Act (FMLA) Leave Without Pay Please visit the State HR Website for more detailed information regarding benefits. Updated 07-21-2025 01 Where did you first hear about this employment opportunity?

• a. DOH Employment Site/Job Alerts
• b. DOH Employee
• c. Friend or Acquaintance
• d. Indeed
• e. LinkedIn
• f. Careers.wa.gov
• g. Job Fair - if selected, answer Question 2
• h. Other - if selected, answer Question 2

02 If you selected g or h to Question 1: Where you first heard about this employment opportunity? 03 Are you legally authorized to work in the United States?

• Yes
• No

04 Will you now or in the future require sponsorship for employment visa status? (e.g. H-1B, F1, TN, etc.) DOH is not an E-Verify agency)

• Yes
• No

05 I have read and I understand the Conditions of Employment/Working Conditions that are listed in the job posting and I am willing and able to accept these conditions if offered and accept the position.I have reviewed my responses to the supplemental questions to ensure their accuracy. I understand that once my application is submitted, these responses cannot be modified.

• Yes
• No

06 I have the following qualifications (select one):

• a. Three (3)+ years of clerical, office or administrative experience supporting a supervisor, manager, or professional in a professional office environment.
• b. One (1) year of experience as an Administrative Assistant 2 or two (2) years as an Administrative Assistant 1 with in government agency.
• c. Associate's degree or higher in business administration, office management, or a related field AND 1+ years of clerical, office or administrative experience supporting a supervisor, manager, or professional in a professional office environment.
• d. None of the above

07 Select which best describes your level of familiarity with general office software (e.g., word processing, spreadsheets, email, and collaboration tools) and standard administrative procedures for scheduling, correspondence, and records management.

• a. None: I have very little knowledge or familiarity with these tools or procedures.
• b. Basic: I have limited experience using these tools and procedures and may require guidance.
• c. Proficient: I can confidently use these tools and apply procedures independently in most situations.
• d. Advanced: I have extensive experience and can apply these tools and procedures effectively in complex or high-volume environments.

08 How would you describe your proficiency level in using Microsoft Office Suite (Word, Outlook, Excel)?

• a. None: I have very little proficiency in Microsoft Office Suite.
• b. Basic: I can perform simple tasks with guidance and limited efficiency.
• c. Proficient: I can use Microsoft Office Suite independently for a wide range of functions.
• d. Advanced: I can fully leverage the capabilities of Microsoft Office Suite and assist others in solving complex tasks.

09 How would you describe your experience handling confidential and time-sensitive information with discretion and professionalism?

• a. None: I have no professional experience handling confidential or time-sensitive information.
• b. Basic: I have limited experience in situations requiring confidentiality and discretion.
• c. Proficient: I have consistent experience handling confidential and time-sensitive information with professionalism.
• d. Advanced: I have extensive experience managing highly sensitive and time-critical information with discretion in complex or high-stakes settings.

10 How would you rate your ability to draft and edit professional communications, organize meetings and events, and manage travel or expense processes using digital tools?

• a. None: I do not have the ability to perform these tasks.
• b. Basic: I can perform some of these tasks with support or guidance.
• c. Proficient: I can perform these tasks independently in most professional contexts.
• d. Advanced: I can perform these tasks independently at a high level of quality and assist others in doing them.

11 How would you describe your experience in preparing reports, documenting meeting outcomes, tracking tasks, and supporting hiring processes (e.g., coordinating interviews, managing applicant data)?

• a. None: I have no experience performing these tasks.
• . Basic: I have limited experience performing some of these tasks.
• c. Proficient: I have regular experience performing these tasks independently in a professional setting.
• d. Advanced: I have extensive experience performing these tasks in complex or high-volume settings and can guide others in doing them.

12 How would you describe your experience with financial tasks (e.g., expense tracking, invoice processing) or inventory management in a professional setting?

• a. None: I have no experience performing these tasks.
• b. Basic: I have limited experience with financial or inventory tasks.
• c. Proficient: I have regular experience performing these tasks independently in a professional setting.
• d. Advanced: I have extensive experience performing financial or inventory tasks in complex or high-volume environments and can assist others in doing them.

13 Have you completed a bachelor's degree in business administration, office management, or a related field?

• a. No, I do not have a bachelor's degree.
• b. Yes, I have a bachelor's degree or higher in business administration, office management, or a related field.

14 How would you describe your administrative support experience in a government, public health, or technology-focused organization?

• a. None: I do not have experience in these settings.
• b. Less than 2 years of experience.
• c. 2-4 years of experience.
• d. 5 or more years of experience.

15 How would you describe your proficiency level in using Microsoft SharePoint for document management and organization?

• a. None: I have very little proficiency with Microsoft SharePoint.
• b. Basic Understanding: I can perform simple tasks with some guidance.
• c. Proficient: I can use Microsoft SharePoint independently for a wide range of document management and organization tasks.
• d. Advanced Proficiency: I can fully leverage SharePoint's capabilities, manage complex document structures, and assist others in using it effectively.

16 How would you describe your proficiency level in using Microsoft Visio for creating and editing organizational charts, flowcharts, and diagrams?

• a. None: I have very little proficiency with Microsoft Visio.
• b. Basic Understanding: I can perform simple tasks with some guidance.
• c. Proficient: I can create and edit charts and diagrams independently in Microsoft Visio.
• d. Advanced Proficiency: I can use Microsoft Visio to create complex diagrams and can assist others in using the tool effectively.

17 Select which best describes your level of familiarity with state or organizational policies and management practices (e.g., reimbursement policies, procurement and ordering policies, WACs, RCWs).

• a. None: I have very little familiarity with these policies or practices.
• b. Basic Awareness: I recognize these policies and practices but have limited understanding of how they are applied.
• c. Familiar: I have a solid grasp of these policies and practices and can apply them with reasonable confidence.
• d. Advanced Familiarity: I have a thorough and practical understanding of these policies and practices and can navigate them effectively in various contexts.

18 How would you describe your experience working with state or organizational policies and management practices in an administrative or clerical capacity (e.g., reimbursement policies, procurement and ordering policies, WACs, RCWs) within the last 2 years?

• a. None: I have no recent experience working with these policies and practices.
• b. Basic: I have limited recent experience applying these policies in an administrative or clerical capacity.
• c. Proficient: I have consistent recent experience applying these policies independently in an administrative or clerical role.
• d. Advanced: I have extensive recent experience applying these policies in complex or high-volume administrative or clerical settings and can guide others in doing so.

Required Question